Department: Guest Experience & Product Development
Reports To: Food and Beverage Director
Job Summary: The Provision Master is responsible for managing the team working in the Hotel Stores, including maintaining inventory stock levels and quality control. They are also responsible for creating external orders with the Department Heads in a timely matter.
Receives all food, sales and general Supplies stores delivered to the vessel and stores all goods into their designated storeroom. Performs a check between the physically delivered quantity and quality of the stores and the receipt entries in the onboard inventory system to verify quantities entered are correct as described in Onboard Accounting Policy and Procedure 6.02.
In cooperation with the Assist Provision Master and/or Jr/Sr Hotel Storekeeper ensures a Discrepancy Report is sent to Purchasing within 72 hours after loading. The Provision master is responsible for identifying the Credit and non-credit items as per Onboard Accounting Policy and Procedure 6.03.
Ensures all internal requisitions and transfers are issued as requested including produce. Ensures quantity changes between the originally approved amount and the physically issued amount are properly administrated as describe in Onboard Accounting Policy and Procedure 6.04.
Ensures all issued requests are accounted for and posted in a timely manner.
Responsible for creating all External requisitions required by the ships Hotel department. This includes all order requests for food, sales, general supplies, retail, medical and uniform inventory. Ensures all external requisitions are submitted as per the due dates indicated in the MHP storing schedule. Coordinates the order process in close cooperation with all ships management involved and as described in Onboard Accounting Policy and Procedure 6.01.
On loading days responsible for receiving all Marine Hotel products by matching the invoices with the Purchase Orders and signs off invoices if matching.
On loading days, assigns the available personnel on the docks to check the pallets.
Maintains full responsibility of the physical food, sales and general supplies inventory in the main storerooms.
Maintains Inventory levels to be in line with company targets.
Coordinates the transfer of food, sales and general supplies inventory between ships. Ensures all transfers are accounted for accurately. Responsible for creating landing manifests and all other required paperwork for all goods transferred from the main storeroom inventory.
In coordination with the Inventory Accountant conducts periodic inventory checks as per the Onboard Accounting Policy and Procedure 6.05. Is physically present during all storeroom counts and follows up on all discrepancies found.
Directs, coordinates and supervises the training of all subordinates in various functions within the department. Facilitates development of the Assistant Provision Master to temporary relief within 12 months after moving into the Assistant Provision Master function and ultimately promotion to Provision Master.
Responsible for overall direction, supervision and personal conduct of all employees assigned to the department.
Prepares or causes to be prepared work schedules of all employees in the department according to Company’s procedures including enforcing work/rest hour procedures and the minimization of overtime.
Prepares objective performance evaluation reports for officers, petty officers and other employees in the department. Ensures monthly rating cards for the Storeroom attendants are completed and provides monthly feedback and progress reports on the development of the Assistant Provision Master and Storekeeper to the Food and Beverage Director.
Ensures compliance with USPH and other Health authority standards. Responsible to execute and implement all Safety and Environmental procedures as per Company standards. Ensures the storeroom operation is run as per HESS standards and requirements.
Is familiar with and follows all appropriate Shipboard and GEPD Directives, specifically Onboard Accounting Policy and Procedures manual Section 6, Global HESS and all MXP user documentation..
Has adequate reading and writing English language skills to understand instructions and communicate in English with fellow crew and officers.
Comply with company policy regarding waste separation and environmental compliance.
Conduct regular training with all departmental team members on food waste separation and environmental compliance as per Global Hess policies
Perform other job related functions as assigned.
While performing the essential functions of this job, all team members are required to stand; walk long distances on the ship; use hands to touch, handle or feel; reach with hands and arms; talk, hear, taste and smell. All vessel positions require repetitive motion of bending, climbing, going up and down stairs and lifting more than 25 pounds. This job requires specific vision abilities to include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
All team members must be physically able to participate in emergency lifesaving procedures and drills. All vessel positions require full use and range of arms and legs as well as full visual, verbal and hearing abilities to receive and give instructions in the event of an emergency including the lowering of lifeboats.
Work within different temperature changes—indoors to outdoors.
Ability to work 7 days per week.
Able to pass basic safety course.
This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates.
Desired Skills & Experience:
Requires College or University degree/diploma in Administration/Accounting, Hospitality, or related field.
Strong analytical and management skills
Commitment to follow established policies and procedures.
Strong planning skills demonstrated through past experience
Strong communication skills including written and verbal English communication.
Good understanding of onboard Accounting and F&B Procedures
Able to work on its own initiative.
Working knowledge of computers and advantaged knowledge to navigate a variety of computer programs like Windows, Excel, Word and Outlook
Note: Other duties as assigned included and not limited to Health, Environmental, Safety and Security responsibilities.